Jan Weiner, CMP (Certified Meeting Planner)

adapted by Denice M. Orr

Conduct a think tank to determine if the passion, vision and personnel exist to hold a retreat. Develop preliminary goal, vision statement and source of funding. Determine several possible dates. Discuss feasibility and best date to blend with the church calendar with your pastor.

Six Months Before the Event: Date_________________

¨ Refine the goal and vision statement prepared during concept meetings.

Goal:

Vision statement:

PRAY for God's guidance and involvement every step of the way

¨ Confirm committee chairs and responsibilities:

Overall Coordinator: ________________________________________________

Program Co-chairs: _________________________________________________

Mistress of Ceremonies:______________________________________________

Keynote Speaker: ___________________________________________________

Administrators (Includes Accounting) ___________________________________

Publicity: _________________________________________________________

Hospitality/Decorations:______________________________________________

Shepherds: ________________________________________________________

Display/Sales:______________________________________________________ Audiovisual:_______________________________________________________

Printing: __________________________________________________________

Music/Entertainment: ________________________________________________

¨ Establish fees (All prices go up $_____ per person after _________(Late Registration Date)

Single occupancy: $________

Double: $______ per person

Triple: $______ per person

Quad: $______ per person

Meetings, Reception and dinner only without a room: $_______per person

¨ Establish registration fee timeline. (Important--Determine the cutoff date to cancel the event if minimum attendance to fulfill expense obligations is not confirmed.)

¨ Establish registration policies, including reservation cancellation procedures and guidelines, space limitations or expansions and waiting lists.

¨ Refine master format for general sessions, workshops and meals.

¨ Prepare letters for initial mailing. Include:

Fee timeline

Tentative retreat schedule

Cancellation procedures, policies and payment schedule

¨ Determine potential printing needs and costs.

¨ Review hotel contract to be sure you understand your obligations.

¨ Review budget.

¨ Begin preparation of retreat brochure (copy, layout, design) for advertising.

¨ Establish procedures and controls for session admittance (badges, tickets)

Establish monitoring process.

¨ Determine speaker needs such as housing and equipment like audiovisual hookup.

¨ Prepare list of available hotel function space and capabilities

¨ Make tentative room assignments of retreat functions and activities. Establish date when reservation becomes obligatory with the hotel.

¨ Begin confirming program speakers and topics

Obtain bios and photos

Recommended books or other materials

¨ Reevaluate target attendees and determine how and where to publicize.

Four Months Before the Event: Date_______________

¨ Review sleeping room registrations, including special needs (e.g., handicapped access, hearing or sight impaired).

¨ Review and finalize function rooms (general session and workshop rooms) with hotel.

¨ Review budget with accounting coordinator and make necessary adjustments.

¨ Order special decorative items.

¨ Begin preparation of written requirements to hotel.

¨ Select printer for program book.

¨ Review badge preparation process.

¨ Prepare sign list and order signs.

• Contact bookstores regarding books and other items to be sold.

Two Months Before the Event: Date__________________

¨ Reconfirm all speakers, their requirements, book recommendations and travel plans.

¨ Review function room floor plans.

¨ Finalize all food and beverage selections.

¨ Finalize and mail detailed requirements to hotel.

¨ Finalize books and other items to be sold with bookstore.

One Month Before the Event: Date_____________________

¨ Program master to printer.

¨ Prepare and print preregistrant list.

¨ Arrange all amenities for speakers.

¨ Finalize meeting room floor plans for set-up.

¨ Begin preparation of registration packets.

Two Weeks Before the Event: Date_____________________

¨ Prepare badges for all registrants, staff and speakers.

¨ Communicate last-minute changes and new requirements to hotel.

One week Before the Event: Date_______________________

¨ Finalize time and agenda for hotel preretreat meeting.

¨ Provide required preconference guarantee to hotel

¨ Complete proofing of badges.

¨ Complete preparation of packets.

¨ Establish on-site staff meeting schedule and required attendance list.

¨ Verify VIP arrival plans.

¨ Arrange pickup of books and other items to be sold to allow time for inventory.

Friday Before the Conference: Date_____________________

¨ Inventory all equipment and supplies.

¨ Review all VIP arrangements.

¨ Set up retreat office, hospitality and prayer rooms.

¨ Conduct review meeting with individual hotel departments.

¨ Conduct personnel briefings (e.g., registration staff and volunteers).

¨ Conduct preretreat staff meetings and prayer sessions.

¨ Review each day's requirements.

¨ Review responsibilities and procedures (e.g., registration, food guarantees, speakers, VIPs, room setups, exhibits).

¨ Reemphasize communication lines and authority and responsibility levels to staff, hotel and volunteers.

¨ Arrange daily invoice review with hotel (re: sleeping rooms, meal count).

¨ Request those unable to attend the wrap-up meeting hand in written comments.

¨ Wrap-up meeting to debrief and finalize last items. This is also the deadline for submission of expenses for reimbursement.